How To Fix GPDARCH253 - Item &1 quantity cannot be changed while it has GPD archiving status

SAP Error Message - Details

• Message type: E = Error

• Message class: GPDARCH - GPD Archiving

• Message number: 253

• Message text: Item &1 quantity cannot be changed while it has GPD archiving status

What causes this issue?

The purchase order item is in frozen status from a GPD perspective.

System Response

Quantities of the line item cannot be modified.

How to fix this error?

Quantities can only be changed if the purchase order line item is
considered as ineligible for archiving from a GPD perspective.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message GPDARCH253 - Item &1 quantity cannot be changed while it has GPD archiving status ?

  The SAP error message GPDARCH253 indicates that you are trying to change the quantity of an item that has been archived in the GPD (Goods Movement and Inventory Management) system. This error typically occurs when you attempt to modify an item that is in a status that does not allow changes due to its archived state.
  Cause:
  The primary cause of this error is that the item you are trying to modify has been archived, meaning it is no longer in an active state within the system. Archiving is a process used in SAP to remove data from the active database to improve performance and manage data volume. Once an item is archived, certain operations, including quantity changes, are restricted to maintain data integrity.
  Solution:
  To resolve this error, you can consider the following options:
  
  
  Check the Archiving Status: Verify the archiving status of the item. You can do this by checking the relevant tables or using transaction codes that allow you to view archived data.
  
  
  Unarchive the Item: If it is necessary to change the quantity, you may need to unarchive the item. This process typically involves restoring the item from the archive, which may require specific authorizations and should be done with caution.
  
  
  Create a New Item: If unarchiving is not feasible or allowed, consider creating a new item with the desired quantity instead of modifying the archived item.
  
  
  Consult Documentation: Review the SAP documentation or help files related to GPD archiving to understand the implications of archiving and the processes involved.
  
  
  Contact SAP Support: If you are unsure about the steps to take or if the issue persists, it may be beneficial to contact SAP support or your internal SAP team for assistance.
  
  
  Related Information:
  
  Archiving Process: Understand the archiving process in SAP, including how and when items are archived, and the implications for data management.
  Transaction Codes: Familiarize yourself with relevant transaction codes that can help you manage archived data, such as SARA (Archive Administration).
  Data Integrity: Be aware of the importance of maintaining data integrity when dealing with archived items, as changes to archived data can lead to inconsistencies.
  
  By following these steps, you should be able to address the GPDARCH253 error and manage your items effectively within the SAP system.